Title
MOTION TO APPROVE THE SOLE SOURCE PURCHASE OF HOLMATRO EXTRICATION TOOLS AND EQUIPMENT FROM NAFECO, INC., IN THE AMOUNT NOT TO EXCEED $40,118.00, AND THE PURCHASE OF LIFE SAFETY ROPE AND RELATED ACCESSORIES, IN THE AMOUNT NOT TO EXCEED $49,732.06, FROM TEAM EQUIPMENT, INC., UTILIZING PRICING ESTABLISHED BY THE HGAC BUY COOPERATIVE CONTRACT # EE11-24, PURSUANT TO SECTION 35.18(C) OF THE CITY’S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(3) states, "City Standard, single-source and sole-source commodities or services. City standard, single-source and sole-source commodities or services are exempt from competitive bidding."- Section 35.18(C)(5) states, “Utilization of other governmental agencies’ contracts.”
- Section 35.18 (C)(6) states that “Cooperative purchasing plans are exempt from this section.”
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval.
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
A) UASI Funding
1. On May 15, 2024, the City Commission passed Resolution No. 3865 approving a grant from the “Urban Area Security Initiative” (UASI) Grant Program FY 2023 and authorizing the execution for the Memorandum of Agreement (MOA) with the City of Miami, as the sponsoring agency.
2. The approval for Resolution No. 3865 specified that the UASI grant funds were designated for thermal imaging cameras. However, the Fire Department has determined that it would be best to utilize the grant funds to purchase life safety rope, related accessories, and Holmatro extrication tools equipment instead, and the UASI Committee has approved the request which aligns with the Fire Department’s objectives of enhancing response times and operational capabilities.
3. As a result, the Fire Department plans to utilize the UASI's Grant program to cover and reimburse the City for the entire cost of the purchases outlined below.
B) Holmatro Extrication Tools and Equipment from NAFECO, Inc.
1. The Fire Department is requesting to purchase one (1) additional set of Holmatro extrication tools and equipment from NAFECO, Inc. in the amount of $40,118.
2. On December 4, 2024, the City Commission approved the sole source purchase of Holmatro extrication tools and equipment from NAFECO, Inc. The original Holmatro purchase was purchased utilizing City funds, however, this additional purchase of Holmatro extrication tools and equipment will be reimbursed through the UASI grant.
3. These tools provide the Fire Department with a lighter, battery-powered extrication tool that does not require an external power source or heavy hydraulic hoses, making rescue procedures quicker, easier and safer. The Fire Department currently utilizes Holmatro extrication tools and equipment in two of the six existing engines and will utilize the recently approved purchase for the four remaining engines, and this purchase will continue to support the standardization of Holmatro within their other units.
4. In addition, this purchase is part of the Fire Department’s 5-year Capital Improvement Plan (CIP).
5. NAFECO is the sole source factory authorized dealer for sales and service of Holmatro products in the states of Alabama, Tennessee, Florida and Georgia.
C) Life Safety Rope, Equipment, and Associated Items from Team Equipment, Inc.
1. The Pembroke Pines Fire Department is also requesting to purchase replacement sets and additional sets of life safety rope, equipment, and associated items.
2. This purchase will enhance the current life safety rope and equipment with modern systems. Introducing updated equipment will help improve the Fire Department’s rescue operations. The existing rope inventory is nearing the end of its recommended 10-year service life, as specified by NFPA 1858 (A.10.1.2). Replacement of these life safety ropes is essential to remain compliant with industry standards and prioritize safety.
3. The Fire Department would like to utilize a cooperative agreement with the Houston-Galveston Area Council (HGAC) through their Cooperative Purchasing Program, known as HGACBuy. HGAC is a political subdivision of the State of Texas and has been serving local governments for over 40 years. Their program allows participating entities to make purchases from contracts established through a competitive bidding process. The cooperative purchasing arrangement provides a significant opportunity for the City to access competitively bid contracts for goods and services.
4. The HGAC Buy Cooperative Contract # EE11-24 for “Emergency Medical, Safety, and Rescue Equipment” features a minimum discount pricing structure, offering at least a 10% discount on products from specific manufacturers, which include CMC, Petzl and Team.
5. The Fire Department has obtained a quote from TEAM Equipment Inc. totaling $49,732.06, which utilizes pricing established by the HGAC Buy Cooperative Contract # EE11-24. Most of the items on this quote exceed the minimum 10% discount specified per manufacturer, averaging a 12 - 20% discount range.
Note - The agreement includes an item, Part # PWRCRANK, which is a Power Crank Drill Kit that has been discontinued and replaced with Part # PWRCRANK-1 that is listed on the quote.
Pursuant to Article 22 of HGAC Buy Cooperative Contract # EE11-24, a manufacturer may make changes that affect the contract price by notifying H-GAC of the details. HGAC may allow or reject the change at its sole discretion.
The City’s Procurement Department has reached out to the HGAC and has received e-mail confirmation that HGAC has approved the replacement item to be part of the contract, and the website will be updated soon to reflect the change.
D) Recommendation
1. Request City Commission to approve the sole source purchase of Holmatro extrication tools and equipment from NAFECO, Inc. in the amount of $40,118 and the purchase of life safety rope and related accessories in the amount of $49,732.06 from TEAM Equipment, Inc., utilizing pricing established by the HGAC Buy Cooperative Contract # EE11-24, pursuant to Section 35.18(C)(3), and 35.18(C)(6) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $89,850.06 - ($49,732.06 for life safety rope and related accessories, and $40,118 for Holmatro extrications tools and equipment). The Fire Department will use the grant funding from UASI to pay for this entire purchase.
b) Amount budgeted for this item is in Account No:
Life safety rope and related accessories: Funds are available in Account #'s 122-521-3030-552650-0000-000-0000-02023 (Non-Capital Equipment)
Holmatro extrication tools and equipment: Funds are available in Account # 122-521-3030-664400-0000-000-0000-02023 (Other Equipment)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.